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Applicatio n # 1539-8

By Frank Rivera,2014-05-07 18:58
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Applicatio n # 1539-8

    HMGP APPLICATION REVIEW

    DR # _____-___

    Date Received: Application Review Date: FEMA Reviewer:

     Application Application Review Verify

    No Yes NA Requirements

    Title/Brief ? ? ? Descriptive Project

    Summary

    1. Applicant Verify the jurisdiction or organization is an eligible applicant (Organization) (Approved State HM and Admin Plan; local mitigation plan)

    Is verification of the local mitigation plan approval attached? Or is

    there documentation of “extraordinary circumstances”?

2.Applicant Type If Private Non-Profit -- is there documentation showing legal status as a 501(C)? (Example - IRS letter) or Native American Tribal ID

    3.County/Parish County/Parish in which the project is located. 4. Congressional Maps: http://nationalatlas.gov/printable/congress.html District(s)

    5. Federal Tax I.D. Verify the EIN number has been entered. Number (EIN)

    6. FIPS Code Verify the FIPS code has been entered. Search by State & county:

    http://www.census.gov/geo/www/fips/fips65/

    Search by State: http://mcdc.missouri.edu/webrepts/commoncodes

7. DUNS Number Verify the DUNS number. http://ccr.dnb.com/ccr/pages/CCRSearch.jsp

    8. NFIP CID# Verify the applicant is eligible and is compliant. (CID is not required.)

    9. CFDA Verify that the correct CFDA is entered: 97.039 10. Point of Contact Assure that all pertinent contact information is provided. 11. Authorized Verify that the signature belongs to an authorized agent. The chief elected official of a local government has signature authority, so for a county it would be the Chairman of Applicant Agent the Board of County Commissioners and for a municipality it would be the Mayor (the exact title sometimes varies). Any local government may delegate this authority to a subordinate official (like a City or county Manager) by resolution of the governing body (the Board of County Commissioners or Board of City Commissioners). If a local government does delegate, it should provide us with a copy of the resolution by which the delegation is made.”

    12. Endorsement Assure that endorsement for the project from the Grantee is included in the application.

    13. Benefit Cost Assure that a BCA is attached and the BCR is 1.0 or above confirming that the project is cost effective. Review the BCA to ensure validity

    and all documentation is included (or substantial damage report)

    June 20, 2006 - Final Draft Page 1

Section I - Project Description

    A. Hazards to be Mitigated/Level of Protection

     Application Application Review Verify

    No Yes NA Requirements 1. Type of Hazards Applicant may identify more than one.

    the Proposed Project

    Will Mitigate:

    2. Identify the Type Has the proposed mitigation project type being identified? of Proposed Project

    3. Number of Assure an explanation for the stated number of persons protected is Persons Protected included in the application. Also, if the project is a critical facility, the

    applicant needs to include the number of persons that will be in the

    facility during an event and may include the number of individuals

    dependent on services from that structure.

    4. Level of Assure support documentation accompanies the application that protection verifies the stated level of protection. For example, in a wind retrofit

    project, the product specifications should include product test results or

    a signed and sealed letter from a professional engineer. 5. Engineered Assure that engineering checklist is attached. Projects only (e.g.

    Drainage)

    6. Life of the project If FEMA standard value (infrastructure, 50; elevation, 30; wind, 15; acquisition, 100) is not utilized, the applicant’s support documentation

    should include justification of the value entered. For example, in a

    wind retrofit project, the product specifications should include product

    life.

    7. Public Notice Has a public notice been enclosed in the application to assure that the public was notified of this pending project

    B. Project Description, Scope of Work, and Protection Provided (Must be Completed in Detail)

     Existing Problem Assure the applicant provided a reasonable narrative that includes a

    description of the existing problem, location, source of the hazard and

    the history and extent of the damage. Type of Protection Assure the applicant provided a reasonable narrative regarding the type of protection that will be provided by the proposed project. How

    will the funding solve the problem?

    Scope of Work Assure the project description, proposed scope of work and level of What project protection are sufficiently detailed and documented to determine

    proposes to do. eligibility based on HMGP regulations and guidance and explains how

    the proposed problem will be solved. (NOTE: The proposed project

    must be mitigation-- not maintenance.) Does the proposed project solve a

    problem independently or constitute a functional part of a solution where

    there is assurance that the project as a whole will be completed (44 CFR

    206.434(b)(4))?

    Does the proposed project address a problem that has been repetitive or that

    poses a significant risk to public health and safety if left unresolved (44 CFR

    206.434(b)(5)(i))?

    Section II - Project Location

    A. Site 1. Physical Location Assure the address, including the street numbers, (P.O. Box not

     acceptable), zip code, latitude and longitude are provided.

2. Title Holder Assure the titleholder’s name is provided (acquisition).

    3. Number of Assure the number and type of properties affected by the project is structure types provided - Example: Drainage project that affects 250 homes, 29

    affected businesses and 2 schools. What does the project protect? June 20, 2006 - Final Draft Page 2

    B. Flood Insurance Rate Map (FIRM) showing Project Site

     Application Application Review Verify

    No Yes NA Requirements

    1. Copies of FIRM *Assure a copy of the FIRM is included with the application and the project site clearly identified. The FIRM Panel number must be

    included.

    2. Flood Zone *Assure the flood zone is identified. (Contact NFIP Coordinator for Determination information provided by NFIP )

    3. Flood Hazard Communities may not have a FIRM but do have a FHBM Boundary Map

    (FHBM) not

    required if FIRM

    provided

    *All maps must be linked to the application.

    C. City or County Map with Project Site and Photographs

    1. City/Parish Map *Assure the "Project site" is clearly identified on the City/Parish map with Project Site (this includes planning projects).

    2. USGS TOPO with *Assure the "Project site" is clearly identified on the TOPO map. Project Site

    3. Parcel/Tax Map *Assure the Parcel/Tax Map is provided with the subject property identified.

    4. Site Photograph Assure each photograph is clearly identified. The photos must be representative of the project area, including any relevant streams,

    creeks, rivers, etc. and drainage areas, which affect the project site or

    will be affected by the project. The front, back and both side angles is

    required for each structure.

    *All maps must be linked to the application.

Section III - Budget/Cost

    Review detailed budget summary sheet. (What support documentation justifies the budget? Is a vendor quote, professional estimate, i.e. engineer, architect, local building official, etc.?) Do all of the proposed budget items represent eligible and reasonable costs as outlined in the OMB Circulars? Provide a detailed line-item budget that is based on industry standards and specifies unit and/or lump sum costs. Line items should reflect elements identified in the scope of work. Ensure the applicant’s costs are accurate, complete, and reasonable compared to industry standards. General policies for determining allowable costs are established in 44 CFR 13.22; exceptions to those policies are provided in 44 CFR 206.439. A. Materials Verify horizontal calculations are correct.

    B. Labor Need breakdown of description, hours, rate, and cost or lump sum

    labor cost. Can be used for "in-kind" contribution as part of the 25%

    match. (Applicant must provide support documentation for in-kind

    match.) Be sure to document in detail all wages and salaries charged

    for any in-kind contribution. No overtime wages can be used to satisfy

    "in-kind" match contributions.

    Verify horizontal calculations are correct.

    C. Fees Paid Need breakdown of associated fees. Maintenance is not an allowable

    cost under HMGP. Was a consultant used to develop the

    application? (Pre-award costs)??? Were outside engineers used for

    a drainage project or hydrological studies? (Pre-award costs) Permits?

    Verify horizontal calculations are correct.

    Verify the vertical and horizontal calculations are correct. Verify that Total Estimated

    no maintenance costs are included in project cost. Project Cost

    NOTE: If a vendor quote is provided, a breakout of materials and labor is not required.

June 20, 2006 - Final Draft Page 3

    D. Funding Sources (round figures to the nearest dollar)

    Do the proposed sources of non-federal matching funds meet eligibility requirements? (Except as provided by Federal statute, a cost sharing or matching requirement may not be met by costs borne by another Federal grant.) 44 CFR 13.24 (b)(1).

     Application Application Review Verify

    No Yes NA Requirements

    Estimated FEMA If FEMA's share is not 75%, assure actual amount is entered. It could Share be 50% or 35%, etc. of the total dollar amount of project.

    Estimated Local May include all 3 sources, i.e. cash, "in kind" and global match, as long Share as the total is a minimum of 25%.

    Match cannot be derived from a federal agency except Federal funds

    that lose their federal identity. For example, CDBG funds. (Reference

    Page 5 of 10 of the HMGP Application in "FEMA HMGP Application

    Help Book")

    Total In-Kind Examples of allowable “in-kind” matches see HMGP Desk Reference (FEMA), Section 13 (13-7 to 13-8). Total Global Match Global match must 1) be a project funded 100% within the county/parish; 2) meet all the eligibility requirements of HMGP and 3)

    begin after the declaration date of the disaster. The global match is not

    required to be an identical project. Projects submitted, as global match

    for another project, must meet the same period of performance time

    constraints as HMGP program. Total Funding Total must represent (100%) of the 75% funds from FEMA and the 25% from the applicant.

    Funds Commitment Verify that a funds commitment letter is signed and attached.

    E. Project Milestones/Schedule of Work

    Milestones (Work Assure that the major milestones in the proposed project are provided Schedule) in 90 days increments with an estimated time-line for the critical

    activities not to exceed a period of 3 years for performance (e.g. designing, engineering, permitting, procurement, installation, contracting, delays, project implementation, inspections, closeout, etc.)

    Section IV - Environmental Review & Historic Preservation Compliance

    NEPA Review Detailed project See Sections I & III of the application. description, scope of

    work & budget/costs

    Project area maps See Sections II, part B & C of the application.

    Project area/structure See Section II, Part C of the application. photographs

    Preliminary project Scope of work (drainage & elevation see engineering drawings). plans

    Project alternatives description and

    impacts

    Project worksheets Dates of construction are required for all structures. See worksheets. Dates of construction

    required on all

    projects

    Documentation Assure all environmental letters of request and response are attached. requirements by

    project type

    Environmental Assure that the environmental checklist is complete. Checklist

    Environmental Assure all environmental request and response letters are enclosed. Response Letters (SHPO)

    NEPA and CATEX Assure that a NEPA review is not needed. CATEX determined by FEMA.

June 20, 2006 - Final Draft Page 4

    Alternative Actions

     Application Application Review Verify

    No Yes NA Requirements

    Assure the applicant has discussed the impacts on the project area if 1. No Action Alternative “no action” is taken.

    Has the proposed project been determined to be the most practical, effective and 2. Other Feasible environmentally sound alternative after consideration of a range of options (44 Alternative CFR 206.434(b)(5)(iii))? Narrative of the applicant’s decision making process. Action

a. Project Assure a reasonable alternative to the proposed project is provided. Description for the The alternative must be described in detail.

    Alternative

    b. Project Location Describe briefly of the Alternative

    c. Scope of Work for Describe briefly Alternative Project

    d. Impacts of the Describe briefly Alternative Project

    3. Estimated Budget/Costs for Alternative Project a. Materials Optional b. Labor Optional c. Fee Paid Optional

    Total cost is required. Vendor quote is not required. Total Estimated Project Costs

    Section V - Maintenance Agreement

    Signature Verify authorized applicant’s agent has signed and dated the maintenance agreement if applicable.

    June 20, 2006 - Final Draft Page 5

Wind Retrofit Worksheet

     Application Application Review Verify

    No Yes NA Requirements Photos of each side of Assure the photos are included in the application and that they are the building to be clearly identified. retrofitted.

A. Project Information

    1. Building Name Assure the information provided matches other entries in the

    application.

    2. Address Assure the information provided matches other entries in the

    application.

    3. City, State & Zip Assure the information provided matches other entries in the

    application.

    4. Owner/Applicant Assure the information provided matches other entries in the

    application.

    5. Contact Person Assure the information is provided. The contact person will most

    likely be the same as provided. Flag if contact person is different than

    the POC.

B. Building Data

    1. Select Building ? Non-Engineered Wood

    Type ? Non-Engineered Masonry

    ? Manufactured Building Assure one is ? Lightly Engineered checked. ? Fully Engineered

    ? Other

    2. Building Site 1. 2. (Miles Inland)

    3. Number of Assurance options include: Stories Above 1. Photos

    Grade 2. Property Valuation Assessor

    Should be included in Project Description

    4. Construction Assure the date of construction for the structure is provided. Date

    5. Historic Building Controls

C. Building Size and Use

    1. Total Floor Area Assurance options: (SF) 1. Insurance Policy (Declaration Page)

    2. Tax Card

    3. Appraisal Report

    2. Area Occupied by Assurance option: Owner or 1. Lease Agreement Public/Non-Profit NOTE: In most instances, the Total Floor Area and Area Occupied by Agencies IF Owner of Public/Non-Profit Agencies will be the same. APPLICABLE

    D. Building Value

    1. Building Assure support documentation is provided. Preferably: Replacement 1. Insurance policy (Declaration Page) Value 2. Public Works/Building Department

    3. Property Valuation Assessor

    2. Demolition Threshold

    June 20, 2006 - Final Draft Page 6

    E. Building Contents

     Application Application Review Verify

    No Yes NA Requirements

    1. Contents Assure content description is provided. Description

    2. Total Value of Assure value of contents is provided. Contents Note: Up to 30% of Total Value of Building is the FEMA default value

     no support documentation required. Otherwise, assure

    documentation, such as, insurance records, appraisals, purchase

    receipts, or estimates based on current market prices for similar

    contents are provided.

F. Displacement Costs Due to Wind

    1. Rental Cost of Assure FEMA default is $1.00 per square foot. Otherwise, support Temporary documentation, such as, rental cost from a realtor, copy of rental Building Space agreements, commercial rental ads or property management ($/sf/month) organizations is required. 2. Other Assure FEMA default is $500. Otherwise, support documentation, Displacement such as receipts or estimate, is required. Costs ($/month)

    G. Value of Public Non-Profit Service

    1. Description of Services Provided

    2. Annual Budget of Assure the operating budget, specifically for the building/project site, Public Non-Profit is provided. In other words, not the applicant’s entire (applicant) city/county/school district budget. Agencies The annual budget may be verified at the following website:

    http://www.nationmaster.com 3. Post Disaster Defer to engineering staff. Continuity

    Premium ($/day)

    H. Rent and Business Income

    1. Total Mo. Rent from all Tenants

    ($/mo)

    2. Est. Net Income of Commercial

    Businesses

    ($/month)

    I. Mitigation Project Data

    1. Project Description Assure the description provided corresponds with Section I, B in the application.

    2. Project Useful Life Assure the response provided corresponds with Section I, A. 6. (Years)

    3. Mitigation Project Assure the amount corresponds with the total cost stated at Section Costs III, D.

    4. Base Year of Costs Assure the base year of cost is provided.

    5. Annual Assure dollar amount is provided. Maintenance Costs

    ($/year)

    J. Temporary Relocation Costs

    1. Relocation Time Due to Project

    (months)

    2. Rental Cost During Occupant

    Relocation

    ($/month)

    3. Other Relocation Costs ($/month)

    June 20, 2006 - Final Draft Page 7

Property Acquisition Worksheet

    A. Assure a separate worksheet for each individual property to be acquired is provided.

     Application Application Review Verify

    No Yes NA Requirements Photos (a minimum Assure four clearly identified color photos showing the front, side and

    four color back views of each structure to be acquired are provided.

    photographs)

    B. Site Information

    1. Owner’s Name Assure the information provided matches other entries in the application. Social Security # Self-explanatory. May not be provided until application has been

    approved.

    Spouse’s Name (if Self-explanatory app.)

    Spouse’s SS# Self-explanatory. May not be provided until application has been

    approved.

    2. Street Address Assure the information provided matches other entries in the application. (city, state & zip) or (Include Latitude / Longitude) Phys/Legal Location

    3. Voluntary Assure a letter of voluntary participation is received from each Participation and homeowner. This may be a form format to include the required SFHA

    SFHA Conditions Conditions if applicable. Letter/form should also include

    acknowledgment of match if homeowner is responsible for 25%.

    4. Repetitive Loss Assure that the repetitive loss number is entered if applicable. #

3. Substantial Damage

    Substantial If applicant claims substantial damage, assure that a Substantial Damage Damage Certificate signed by the Local Building Official/Floodplain

    Certification Manager is provided and assure that documentation exists to show the

    property is located in a Special Flood Hazard Area (FIRM).

The data for numbers 4, 5, and 6 of this part and all of Section D are not required if the structure is located in the SFHA and a

    Substantial Damage Certificate is attached.

    4. Base Flood Assure the following information is provided: Elevation of ? Base flood elevation, prepared by a surveyor

    Property or ? Elevation Certificate

    Advisory Base

    Flood Elevation

    5. Lowest Assure the following information is provided: (Finished) Floor ? Lowest (Finished) Floor Elevation of Principal Structure (above

    Elevation of sea level)

    Principal Structure ? Elevation Certificate

    6. Depth of Water Assure the following information is provided: ? Depth of water in the structure _____ inches for ___ day(s)

    7. Post Mitigation Assure post mitigation use provided in the statement of work and/or this Property Use worksheet is in concurrence with 44 CFR 206.434(e). Examples include

    open space, park, wetland and retention pond.

    June 20, 2006 - Final Draft Page 8

C. Structure Information

     Application Application Review Verify

    No Yes NA Requirements

    1. Tax Assessor’s Assure a copy of the local government Tax Assessor’s record for the Record subject property.

    2. Building Type Assure one option is checked. 3. Building Use Assure at least one option is checked. 4. Construction Assure one option is checked. Type

    5. Construction Assure the date of construction for the structure is provided. Date

    6. Total Sq. Ft. of Assure the square footage is provided (heated & cooled areas only). Principal Structure

    7. Est. Cost to Assure documentation from contractor or tax assessor is provided. Replace Principal Per sq ft.

    Structure, (if

    known)

    8. Accessory/Out If yes, assure either attached or detached is checked and a description Buildings (location, type of structure, age and value) is provided.

    9. Commercial Defer to environmental staff. Property

    10. Property Use How will the open space be used?

D. History of Hazards/Damages (to the Property being acquired)

    NOTE: The following data are not required if the property is located in the Flood way or if a Substantial Damage Certificate (for

    most recent disaster) is attached. Current & Past Assure current and past damages to the property (including damages to Damages the structure, its contents, and any displacement costs) are provided. The

    data should include damage from declared disaster events AND other

    hazard events that did not result in a presidential declaration.

    Note regarding damage estimates: the date, level of event, description of damages, cost of repairs/replacement must be specific to

    ONLY the building under consideration. Countywide damage estimates (e.g., Flood of 1999 caused 2 million dollars damage) cannot be used. Additionally, vague information is not useful or acceptable in lieu of specific building damage estimates. The property damages can be a homeowner’s estimate; however, please include a contractor’s itemized repair estimate, if possible.

E. Acquisition Cost Worksheet

    Assure cost data is provided.

    Acquisition Cost Assure a separate Acquisition Cost Worksheet for each property to be acquired is provided. (If the project involves the acquisition of several

    properties, the applicant may provide a single spreadsheet that lists each

    property. The spreadsheet should contain all of the information fields in

    the Acquisition Cost Worksheet provided in the application.

    Please note: (Pre-Disaster Fair Market Value) The community may determine the pre-disaster fair market value by using either the

    local tax assessed value (plus a percentage to approximate market value) or a State Certified Property Appraiser’s estimate. In either

    case, the market value must be based on pre-disaster conditions. Also, if a local tax assessed value is used, a letter from the Local

    Property Appraiser must accompany the application. All appraisals must be consistent.

    June 20, 2006 - Final Draft Page 9

Elevation Worksheet

? Recommended elevation is at least two feet above the Base Flood Elevation.

    ? Assure the number of feet to be elevated and the damage history for the structure under consideration (only) are

    provided.

    ? A separate elevation worksheet must be completed for each structure to be elevated.

     Application Application Review Verify

    No Yes NA Requirements Photos (a minimum Assure four clearly identified color photos showing front, side and back

    four color views of each structure to be elevated are provided photographs)

    A. Site Information:

    1. Owner’s Name Assure the information provided matches other entries in the application.

    Social Security # Self-explanatory. May not be provided until application has been approved.

    2. Spouse’s Name Self-explanatory. (if applicable)

    Spouse’s SS# Self-explanatory. May not be provided until application has been approved.

    3. Street Address Assure the information provided matches other entries in the application. (City, state and zip)

    or Phys/Legal

    Location

    4. Voluntary Assure a letter of voluntary participation is received from each Participation homeowner.

    5. Repetitive Loss Assure that the repetitive loss number is entered if applicable. #

    B. Structure Information:

    1. Building Type Assure one option is checked.

    2. Building Use Assure at least one option is checked.

    3. Construction Assure one option is checked. Type

    4. Foundation Assure one option is selected. Type

    5. Construction Assure the date of construction for the structure is provided. Date

    6. Modification/ Assure the date of any modification and/or upgrades for the structure is Upgrades Date provided, if applicable. (If the applicant states the structure has been

    modified and/or upgraded the date must be provided.) 7. Pre-disaster Assure the amount and support documentation are provided. Value Documentation options may be:

    1. Tax Assessor’s record or

    2. Certified appraisal (pre-disaster) 8. Total Value of Assure total value of content is provided. Contents ? Up to 30% of the building replacement value or $20,000 is the

    FEMA default and no support documentation required. Otherwise,

    support documentation, such as, insurance records, appraisals,

    purchase receipts, estimates based on current market prices for

    similar contents is required

    9. Flooding Depth Assure the flooding depth is provided.

    10. Flooding Assure the flooding period is provided. Period

    11. Level of Assure the level of flooding is provided. Flooding

    12. Elevation Assure an elevation certificate is provided. Information

June 20, 2006 - Final Draft Page 10

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